The HUAM Archives is the official repository for the records and historical documents of the Harvard University Art Museums. Its mission is to document and promote knowledge and appreciation of the institution's history, programs, and goals, and the professional and personal accomplishments of the institution's principals.

In pursuit of its mission to support teaching and learning, the HUAM Archives, in accordance with current archival theory and practice, appraises, collects, organizes, preserves, describes, and makes available for research official and unofficial records, in all media, of enduring historical, legal, fiscal, and/or administrative value. It facilitates efficient records management, including providing for the lawful disposition of non-permanent records.

The Harvard University Art Museums Archives collects, preserves and makes accessible the records that support its mission to document and promote knowledge and appreciation of HUAM?s history, programs and goals.

Of primary importance are:

• 1. The official records of the museums and research centers that comprise HUAM:
  • Recent records are transferred from HUAM departments; older materials may have been retained by their creators and may therefore remain in the hands of private individuals.
  • It is a priority of the HUAM Archives to locate and secure these materials.
• 2. The personal papers of individuals who have been associated with HUAM, including but not limited to employees, donors, artists, students and dealers:
  • papers may include lectures, writings, professional and personal correspondence, photographs, audiovisual materials, realia and such business records as reports, minutes, memos and financial records.
• 3. Materials that build on the existing strengths of the Archives' collection:
  • the history and influence of the Fogg, Sackler and Busch-Reisinger Museums and HUAM?s research centers
  • the education of art conservators, curators and historians, especially from 1895 - present
  • papers of individuals of significance to the cultural history of the United States as well as internationally, such as Bernard Berenson, Lincoln Kirstein and Denman W. Ross
  • personal and family materials relating to HUAM's history, such as papers of Grenville Winthrop and the Fogg family
• 4. Collections that support HUAM's mission to advance the knowledge and appreciation of art and art museums through research, teaching, professional training, and public education. Of particular interest are:
  • papers of artists whose work is significant to HUAM's holdings
  • records (such as those of dealers, galleries, collectors, conservators, organizations, historians and educators) that support research conducted or facilitated by the institution
• 5. Selected published materials related to HUAM's mission

The HUAM Archives collects media in all formats (papers, photographs, audio- and videotapes, motion picture film and selected electronic media, published materials and ephemera/objects). Specific materials of interest include:

• diaries, journals and sketchbooks
• correspondence (personal and professional)
• oral history interviews
• visual images and sound files
• business records
• teaching materials
• family papers

Generally not collected are:

• galley proofs
• final drafts of published works
• reference files including published materials and copies of archival materials held elsewhere
• dissertations and theses
• records that document individuals or organizations whose primary sphere of activity is related to geographical areas not well represented in HUAM?s art collections (e.g., Latin America and Africa)

When evaluating a collection for acquisition, the Archives considers the following factors, in addition to the scope of the collection itself:

• condition and size of the collection (and the Archives' ability to provide proper storage, handling, and access)
• format (is it in a format to which the archives can ensure future access)
• how does it support or relate to other archival and museum collections both within HUAM and elsewhere at Harvard
• legal issues such as intellectual property (copyright) and privacy concerns
• potential restrictions on access or handling

Procedures:

• Collections may be solicited by the Archives, or may be considered in response to an unsolicited offer.V
• Materials should not be sent to the Archives without first contacting the curator. Persons wishing to offer materials to the Archives should contact Susan von Salis, curator of archives, Harvard University Art Museums, 32 Quincy Street, Cambridge, MA 02138; 617-384-7983.
• All proposed acquisitions will be appraised for potential research value by Archives staff; this may be done in the Museums, off-site, or by an evaluation of facsimiles.
• Once a collection is accepted for acquisition, a donor agreement is negotiated and a Deed of Gift is signed by the donor and a representative of HUAM.
• Only in exceptional cases can the HUAM Archives consider the purchase of archival materials.





January 2007